UCC Document Community

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Aiden Rodríguez

Pennsylvania Secretary of State UCC filing rejected - debtor name exact match required?

Just had my UCC-1 bounced back from Pennsylvania Secretary of State for the third time this month. The rejection notice says 'debtor name does not match exactly' but I'm pulling the name straight from the Articles of Incorporation. Company is 'Keystone Manufacturing Solutions LLC' on the charter but I've tried variations like 'Keystone Manufacturing Solutions, LLC' (with comma) and 'Keystone Mfg Solutions LLC' (abbreviated). Getting frustrated because the collateral is expensive equipment and we need this perfected before the borrower takes possession. Anyone dealt with Pennsylvania's exact name matching requirements recently? The online portal doesn't give much guidance on punctuation rules.

Have you tried searching for the company name in their database exactly as you're entering it on the UCC? Sometimes that reveals formatting issues you wouldn't notice otherwise.

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Good suggestion. I'll do a test search with each variation to see which one returns results.

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That's actually a really smart verification method. If it doesn't find the company, your UCC probably won't either.

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Update us when you get this resolved! Always interested to hear what the actual issue was with these name matching problems.

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Will do. Hopefully I can get this sorted out tomorrow and avoid another rejection cycle.

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Fingers crossed! PA can be such a pain with their exact matching requirements.

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Adaline Wong

Colorado SOS UCC search showing wrong debtor info - filing rejected twice

Having major issues with CO SOS UCC search results not matching what I submitted. Filed a UCC-1 for equipment financing last month and it got rejected. When I search the debtor name in the Colorado Secretary of State system, it's pulling up completely different entities with similar names. My client's exact legal name is 'Mountain Peak Construction LLC' but the search keeps showing 'Mountain Peak Contracting LLC' and 'Peak Mountain Construction Inc' - neither of which are my debtor. The rejection notice said 'debtor name does not match entity records' but I triple-checked the Articles of Incorporation. Second attempt also got rejected with same error. This is holding up a $180K equipment loan and my client is getting frustrated. Anyone else dealing with Colorado's UCC search being overly strict about exact name matches? I'm wondering if there's some formatting issue I'm missing or if their search algorithm is just terrible.

UPDATE: Used the Certana document checker and found the issue! There was an invisible character in the name field that must have been copied from the PDF. The tool highlighted it immediately. Third filing went through without any problems. Thanks for the suggestions everyone!

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Great to hear! That's exactly the kind of thing that drives you crazy trying to find manually.

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Perfect example of why document verification tools are worth it. Saves so much time and frustration.

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This thread should be pinned. Colorado UCC filing problems come up constantly and this covers most of the common solutions.

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Agreed. The document verification tip alone would save people a lot of headaches.

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Would be nice if Colorado just fixed their system instead of making us work around it.

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Miguel Ortiz

New Mexico Secretary of State UCC filing portal keeps rejecting my continuation - debtor name exact match issue

I'm dealing with a nightmare situation trying to file a UCC-3 continuation in New Mexico and the Secretary of State portal keeps rejecting it. The original UCC-1 was filed 3 years ago for equipment financing on construction machinery, and now I'm 60 days out from the 5-year lapse date. Every time I submit the continuation, it gets kicked back with 'debtor name does not match original filing' even though I'm copying it character-for-character from the search results. The original filing shows the debtor as 'SOUTHWEST CONSTRUCTION ENTERPRISES LLC' but when I enter that exact name, the system says no match found. I've tried variations like removing spaces, adding punctuation, but nothing works. Has anyone dealt with New Mexico's UCC system recently? I'm worried about missing the continuation deadline and having our $850K equipment lien lapse. The borrower's loan agreement specifically states that failure to maintain perfected security interest is an immediate default trigger. This is keeping me up at night.

Quick question - when you say 60 days out from lapse, are you calculating from the exact filing date or the end of the 5th year? New Mexico calculates continuation deadlines from the anniversary date, not the exact day. Just want to make sure you're not cutting it closer than you think.

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Okay good, you've got some breathing room then. Still stressful though when the portal isn't cooperating.

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The 6-month continuation window gives you some cushion, but better to get it done early than risk technical issues closer to the deadline.

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Last resort option - you could file a UCC-3 amendment to 'correct' the debtor name to exactly match what the system expects, then immediately file the continuation. I've had to do this workaround in other states when their systems are being stubborn.

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Yeah, amendments can create their own issues. Better to get the original name match working correctly.

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Fair enough - it's definitely a last resort option. Try the document verification approach first.

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Kyle Wallace

UCC lien on business assets - debtor name inconsistency causing rejection

Our company is dealing with a messy situation where we filed a UCC-1 against equipment collateral but the SOS portal rejected it twice for debtor name issues. The business operates under "Advanced Manufacturing Solutions LLC" but their charter shows "Advanced Mfg Solutions, LLC" - notice the comma and abbreviated "Mfg". We need this UCC lien on business assets perfected urgently because our loan agreement has a 30-day perfection requirement from funding. First rejection cited "exact name match required" and second rejection after we used the charter name said "collateral description insufficient". Anyone dealt with similar debtor name variations when filing liens against business equipment? The collateral schedule lists "all manufacturing equipment located at 1250 Industrial Blvd" but wondering if we need serial numbers for each piece. This is holding up a $180K equipment financing deal.

I've seen lenders lose deals over UCC filing delays. If you're running up against your 30-day deadline, consider having your attorney file directly with the SOS office if they accept in-person filings. Some offices will process immediately while you wait.

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Great suggestion! Phone ahead to confirm they accept walk-in UCC filings though - some offices have moved to online-only since COVID.

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Also bring multiple copies of your corrected UCC-1 in case they find other issues during review.

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Follow up question - once you get the UCC-1 filed correctly, make sure to provide a copy to your borrower. They'll need it for their records and any future refinancing or asset sales. Also recommend setting a calendar reminder for the continuation filing 6 months before the 5-year expiration.

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Wait, continuations have to be filed 6 months early? I thought you had up to 6 months before expiration.

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You can file within 6 months of expiration, but I recommend earlier filing to avoid any last-minute issues. The continuation window opens 6 months before the 5-year anniversary.

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Andre Moreau

UCC 9503 debtor name requirements causing rejection - how strict are they really?

I'm dealing with a UCC-1 filing that keeps getting rejected and I think it's related to UCC 9503 debtor name requirements. The borrower is an LLC and we used their exact legal name from the articles of incorporation, but the SOS keeps bouncing it back saying the name doesn't match their records. I've triple-checked the spelling and punctuation - even downloaded their certificate of good standing to verify. The name on our loan docs is 'Advanced Materials Solutions, LLC' but I'm wondering if there's some formatting issue or if they have a different version on file somewhere. This is holding up a $2.8M equipment financing deal and my client is getting antsy. Has anyone else run into super strict name matching under 9503? I thought as long as you used the exact name from the org docs you were covered, but apparently that's not always enough.

I actually ran into a similar issue and used that Certana tool someone mentioned earlier. It caught a discrepancy between our security agreement and the UCC-1 that I never would have noticed. Saved me from filing with the wrong debtor name format and having to deal with rejections.

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How much does something like that cost? Is it worth it for occasional use or more for high-volume filers?

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I think it's pretty reasonable for the time it saves. You just upload your documents and get instant feedback on potential issues.

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UPDATE: Tried the version without the comma and it went through! 'Advanced Materials Solutions LLC' was the magic format. Thanks everyone for the suggestions - this thread probably saved me another week of rejections.

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This is such a common issue. Wish there was a better way to verify the correct format before filing.

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Great outcome! For future reference, that Certana tool I mentioned earlier would have caught that comma discrepancy automatically by comparing your source documents.

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